The goal of the Strengthening Ethiopia’s Urban Health Program (SEUHP) is to improve the health status of the urban population in Ethiopia by reducing HIV/TB-related and maternal, neonatal and child morbidity and mortality and the incidence of communicable diseases.
Under the supervision of the Regional Manager, the Bahir Dar-based Temporary Finance and Admin Coordinator supports the Amhara Regional Team and overall SEUHP by managing all financial and administrative matters related to the Amhara regional program implementation, maintaining adequate accounting records, submitting timely financial reports to SEUHP central office, as well as maintaining day-to-day administrative operations and supervising the program driver and office Assistant. The Temporary FAC ensures that the Amhara regional office financial and administrative transactions are compliant with all JSI, USAID and GoE regulations at all times. The successful candidate is expected to work closely with the SEUHP Finance and Operations team and based in the Addis Ababa office.
The Temporary FAC is expected to begin work immediate and the duration of the contract is until 30 September 2018.
Duties and responsibilities
· Ensure all the expenditures are made according to the developed operational budgets for SEUHP regional activities.
· Manage accurate accounts and prepare monthly financial reports for submission to the SEUHP central office, including all paid vouchers, receipts, bank statements, bank reconciliation, VAT reports, and other documentation required by program and donor regulations.
· Review all incoming invoices, vouchers, and receipts for accuracy.
· Prepare all payment vouchers, obtain appropriate approvals and signatures, and ensure that all vouchers are properly coded with the correct activity and account codes.
· Manage petty cash.
· Coordinate program activities with the Regional Team Manager and close collaboration among government institutions and NGO partners. The FAC needs to be aware of all activities to better manage the administrative aspects of the program.
· Monitor program activities and make sure that communication and coordination among partners is effective so activities are completed on schedule.
· Review accounts and monthly financial reports of the regional office.
· Prepare travel advances, maintain travel advance records, process expense reports, and reconcile advances.
· Ensure that advances are reconciled on-time Follow and that all transactions reconcile with the bank reconciliation statement.
· With the approval of the Regional Team Manager, draft letters to advances, suppliers, banks, and partners on financial issues. Order office supplies and/or materials for office use and trainings:
o Contact vendors
o Obtain multiple quotes for price comparison
o Draft purchase orders
· Follow up on orders to ensure that deliveries and distribution are made in a timely fashion.
· Monitor if there is any outstanding balance remaining with the vendors before the project is phased out.
· Ensure all the closes out activities of the project are going as per the regional close out plan.
· Assist the Regional Team Manager in preparing and conducting trainings and workshops, and as requested, attend workshops and other meetings to provide administrative support and distribute per diems, pay vendors, and collect receipts.
· Be responsible in preparing the complete list of Equipment and Furniture of the regional office for the closeout of the project.
· Work closely with the central office team to get guidance on the closeout of the project.
· Review all the existing employee and project files whether all the relevant documentations are stored and documented or not.
· Supervise the driver and local rental car and ensure that the office runs smoothly.
· Carry out other bookkeeping and accounting tasks as requested.
· Provide additional assistance as necessary.
· At least three years of progressively responsible work experience in accounting for degree holder and more than five year for diploma.
· Demonstrated understanding and experience with USAID and/or other international government donors, acquisition and assistance instruments, policies, procedures and requirements.
· At least 2-3 years experience managing USAID funds.
· Skilled in organizing, tracking, and monitoring resources and establishing priorities.
· Ability to gather data, compile and synthesize information, and prepare reports.
· Strong skills in word processing and Excel.
· Fluency in English and Amharic is required.